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Bills - Apply contact defaults when automating bill creation

Populate Contact Purchase Defaults when Bills arrive as e-invoice or from 3rd party app.

As a bookkeeper I was so looking forward to promoting and using e-invoicing, but unfortunately it's not going to work for me (and many of my clients). This is because we often have invoices with A LOT of line items which are brought into Xero just as a total with one line only. However, if we receive an e-invoice all the individual lines would come into Xero and then we are faced with having to click through every individual line to populate the default purchase GL code.

So pretty much e-invoicing is off the agenda and I cannot promote it until this is changed.

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Helen Schafer shared this idea  ·   ·  Report…  ·  Admin →
Completed  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi community, we understand there was still a gap in what was desired in this idea and we'd like to share that we have now shipped an improvement that solves this. 😊

Now, regardless of the method in which a bill was created, when you open a draft bill from the Bills list your contact defaults will automatically be applied. Further more, if a contact has no defaults saved, when you first save a new bill you'll receive a prompt if you'd like to save what you have just entered as defaults for that contact.

Thanks again for your sharing and support through Xero Product Ideas.

Show previous admin responses (3)
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  • Gayatree Martinez commented  ·   ·  Report

    We appreciate this idea has been raised in relation to eInvoicing and third-party app creation which this functionality doesn't extend to at this time, but wanted to share for those using email to bills, or uploads. - This needs to happen, not as efficient as advertised in my opinion.

  • Tim Diggins commented  ·   ·  Report

    Very important to have default like currency - it's confusing (and feels like a bug) when it recognizes the contact, but doesn't apply their defaults.

  • Kim Hodgson commented  ·   ·  Report

    This is great for e-invoicing, but if bills are forwarded to Xero, could the defaults in the contacts account code in Xero, currency, tax etc, please be populated on the forwarded bill.

  • Cormac Nicholson commented  ·   ·  Report

    When you email a bill to your Xero account it does not default to the Contacts currency, it defaults to the Organisations currency.

  • Casey Wallace commented  ·   ·  Report

    Yes yes yes!!! I have over 30+ invoices at once from some suppliers and having to open them individually is so time consuming.

  • Christine Genocchio commented  ·   ·  Report

    Correct - particularly when it’s a supplier who has the same account code every time, E.g bookkeeping, fuel, motor vehicle etc

  • AdminKelly Munro (Community Manager, Xero) commented  ·   ·  Report

    Thanks for sharing, Christine.

    Just want to clarify, would this be to apply the contact default account codes from the Financial Details of their Contact record when emailing bills to a client's organisation?

  • Christine Genocchio commented  ·   ·  Report

    if a contact has a specific account code assigned - allow the invoices to pull this across when it's emailed to Xero Bills. Otherwise time and productivity are down going into each single invoice to allocate